How to Implement Practice Management


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  • But now that they are upgrading or replacing their systems, they consistently ask “What is the right technology to equip a new law office or to upgrade and replace existing equipment and software?
  • Clio: TimeMatters: Website is too hard to use Amicus Attorney: PracticeMaster: RocketMatter: PCLaw: Website is too hard to use
  • Clio* Attorney is $49 a month Non Attorney is $59 a month RocketMatter** 1 st User $59.00 2 nd – 6 th $49.00 7 th -20 th $39.00
  • Saas Stands for Software as a Service
  • Add about migration of data
  • Consultants have more real work experience and will not operate in theory mode are
  • LexisNexis owns TimeMatters and PCLaw. They still must be linked. Amicus owns Amicus Attorney and Amicus Accounting. They still must be linked. Practice Master and Tabs III are integrated and need no linking. Everything links with Quickbooks.
  • The best synchronization is with Microsoft Exchange, hands down. The worst is when you have 10 users using Outlook and each outlook needs to sync separately to each hand held device.
  • The Partners might be paying the bill, put the staff members will be using this more then them. If your staff is not on board, they can wreck the whole process. They probally also know more about how your firms operates anyway so they should have some say.
  • Part of overall strategy .. Can’t do this in a vacuum and need the right hardware working with people leaving big firms to set up OR rebuiidng Not the way most lawyers think…… they take T&B over CMS most solos/small firms use QuickBooks but you can’t bill unless you know what you’re doing
  • How to Implement Practice Management

    1. 1. How to Implement A Practice Management System Tom O’Connor Craig Bayer August 6th, 2009 – Digital Legal
    2. 2. What is a PMS <ul><li>Software that allows you to go to one place and see every: phone call, document, email, time entry, and note that everyone in the firm has made regarding a particular matter/case </li></ul>
    3. 3. What is a PMS? <ul><li>Combines </li></ul><ul><ul><li>calendaring/docketing/tickler functions </li></ul></ul><ul><ul><li>case information tracking </li></ul></ul><ul><ul><li>address book functionality </li></ul></ul><ul><ul><li>document assembly capabilities </li></ul></ul><ul><ul><li>email integration </li></ul></ul><ul><li>Portability </li></ul><ul><ul><li>Laptops </li></ul></ul><ul><ul><li>PDA’s </li></ul></ul><ul><li>Avoid malpractice </li></ul><ul><li>Turn wasted time into billable time </li></ul>
    4. 4. WHY YOU NEED IT <ul><li>Virtually every legal consultant says you MUST have a PMS in order to effectively manage your practice </li></ul>
    5. 5. WHY YOU DON’T HAVE IT <ul><li>Don’t want to take the time to “unlearn” existing workflow </li></ul><ul><li>Common impression about PMS is that it is </li></ul><ul><ul><li>Too difficult to implement </li></ul></ul><ul><ul><li>Too expensive for all but the big firms </li></ul></ul><ul><li>Many attorneys think they DO have a PMS </li></ul>
    6. 6. WHY YOU DON’T HAVE IT <ul><li>ABA technology survey shows that only 53% of respondents have a PMS </li></ul><ul><ul><li>only 36% report actually using it </li></ul></ul><ul><ul><li>51% use Microsoft Outlook </li></ul></ul><ul><ul><li>Time Matters at 12% </li></ul></ul><ul><ul><li>CaseMap at 11% </li></ul></ul><ul><ul><li>Only TimeMatters is a PMS, Outlook and CaseMap are not </li></ul></ul>
    7. 7. PMS Software
    8. 8. Pricing <ul><li>1 st Add User </li></ul><ul><li>Amicus Premium: $699$599 </li></ul><ul><li>Amicus Small Firm: $499$399 </li></ul><ul><li>TimeMatters Enterprise: $700$400 </li></ul><ul><li>PracticeMaster: $295$150 </li></ul><ul><li>Clio*: $49$25 a Month </li></ul><ul><li>Rocket Matter**: $59 a Month </li></ul>
    9. 9. Maintenance Plan <ul><li>This is the profit center for the software companies (except Clio) </li></ul><ul><li>Amicus Small Firm $280/$180 </li></ul><ul><li>Amicus Premium $350/$250 </li></ul><ul><li>TimeMatters $350/$150 </li></ul><ul><li>Practice Master $130/$53 </li></ul><ul><li>Clio Included </li></ul><ul><li>RocketMatter Included </li></ul>
    10. 10. Hosted vs In-House <ul><li>Hosted or SaaS have become popular in the upcoming years </li></ul><ul><li>Clio and Rocketmatter are the two most popular SaaS Practice Management solutions </li></ul><ul><li>Browser Agnostic so they will run on anything </li></ul><ul><li>Young in their product cycle (less features) </li></ul>
    11. 11. Why We Like Clio <ul><li>TCO of ownership is cheaper </li></ul><ul><li>The more uptime you have, the more money Clio makes so your interest are aligned with theirs </li></ul><ul><li>They have escrowed your data so if they go out of business (unlikely) you have access to your data for 5 years </li></ul><ul><li>Don’t need a server </li></ul>
    12. 12. My Opinion <ul><li>Amicus is most intuitive and easy to use </li></ul><ul><li>TimeMatters has the most bells and whistles, most customizable </li></ul><ul><li>PracticeMaster is a solid product, but seen very little in the area </li></ul><ul><li>Clio and Rocketmatter are young and promising and never go down </li></ul>
    13. 13. How to Choose <ul><li>Get several demos </li></ul><ul><li>Make Sure it Integrates with your: </li></ul><ul><li>Billing / Accounting </li></ul><ul><li>Word Processor </li></ul><ul><li>Mobile Devices </li></ul><ul><li>Get several proposals with software and installation training customization costs </li></ul>
    14. 14. Free Trials Demos <ul><li>Free Trials are a joke, no one every takes the time to install and test them out. (Clio and Rocketmatter or the exception, nothing to install) </li></ul><ul><li>Get a Demo from the Software Company and then one from a consultant </li></ul><ul><li>Consultant lives in Law Firms, the software company does not </li></ul>
    15. 15. Integrations – Billing and Accounting <ul><li>There is no one software that does everything well </li></ul><ul><li>Take the best billing / accounting software and link it to the best practice management software </li></ul>
    16. 16. Integration (Other) <ul><li>Word Processor </li></ul><ul><li>Word or Wordperfect only (no open office or google docs) </li></ul><ul><li>Internet Browser (IE and Firefox only)* </li></ul><ul><li>DMS (Document Management System) </li></ul><ul><li>Email Client (Outlook or Groupwise) </li></ul><ul><li>*Clio and RocketMatter work in any browser </li></ul>
    17. 17. Mobile Devices <ul><li>Wireless vs Wired Sync </li></ul><ul><li>Should offer wireless sync through exchange </li></ul><ul><li>Separate TimeKeeping Feature </li></ul>
    18. 18. Hardware Networking People <ul><li>Extremely dedicated, hardworking </li></ul><ul><li>Probably not a lot of experience in installing the PMS </li></ul><ul><li>Get a consultant who can work with your hardware people and let them know the best practices </li></ul>
    19. 19. Upgrade Software and Hardware <ul><li>The minimum requirements ensure that you get the minimum return on your investment </li></ul><ul><li>Get your hardware company to upgrade your network, computers, operating systems, word processors </li></ul><ul><li>Wait at least a month to install the PMS once the upgrades have been completed </li></ul>
    20. 20. Proposal Time <ul><li>Get the cost from your hardware company </li></ul><ul><li>Get a proposal from a consultant on the software and installation / training / customization costs </li></ul><ul><li>Get everyone involved in some part of the decision process </li></ul>
    21. 21. Install Time <ul><li>Have several staff meetings to fill out an implementation sheet </li></ul><ul><li> </li></ul><ul><li>Plan for Training and Down Time </li></ul><ul><li>Have a positive productive attitude </li></ul>
    22. 22. Force Training <ul><li>Plan for training, make it mandatory, turn on the answering system and leave cell phones outside </li></ul><ul><li>Getting the paralegals and assistances to attend training, with the ideal that they will in turn, training their attorney, is a stupid ideal and a waste of time </li></ul>
    23. 23. Training Sessions <ul><li>Basic – Done Immediately- For Everyone - 3 Hours </li></ul><ul><li>Advances Use - 2 – 4 weeks Later – For Everyone – 2 Hours </li></ul><ul><li>Administrator Training – Done Immediately – Admins/Power Users only – 3 Hours </li></ul>
    24. 24. O’CONNOR ANALYSIS <ul><li>Four fundamental pieces of law office technology </li></ul><ul><ul><li>Hardware </li></ul></ul><ul><ul><li>Word processing </li></ul></ul><ul><ul><li>Email system </li></ul></ul><ul><ul><li>Practice management </li></ul></ul><ul><ul><ul><li>CMS </li></ul></ul></ul><ul><ul><ul><li>T&B </li></ul></ul></ul><ul><ul><ul><li>DMS </li></ul></ul></ul>
    25. 25. SAVINGS <ul><li>If PMS saves you 15 minutes per day </li></ul><ul><ul><li>Bill 15 minutes more per day </li></ul></ul><ul><ul><li>@ $300/hour </li></ul></ul><ul><li>$75/day </li></ul><ul><ul><li>$375/week </li></ul></ul><ul><ul><li>$1500/month </li></ul></ul><ul><ul><li>$18,000 year </li></ul></ul><ul><li>Don’t forget to add impact from billable staff as well </li></ul>
    26. 26. Thank You For Listening! <ul><li>Gulf Coast Technology Center </li></ul><ul><li>Tom O’Connor [email_address] </li></ul><ul><li>Law Office Technology </li></ul><ul><li>Craig Bayer [email_address] </li></ul>